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Effective E Mail Communication


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Effective E Mail Communication

  1. 1. Before you hit Send…<br />Effective E-mail Communication<br />-VivekGhiria<br />
  2. 2. Sole Objective<br />To exchange information effectively <br />
  3. 3. The elements of Email Etiquette<br />CC and Bcc Address<br />Subject<br />General format<br />Attachments<br />Writing long messages<br />
  4. 4. Whom are you sending mail - <br />Respect the reader’s time – Please avoid including unnecessary or unwanted recipients<br />Bcc (Back Carbon copy) : For your information only and No Action<br />
  5. 5. Subject Matters..<br />Subject determines the importance of the e-mail<br />Should be helpful to track in future<br />Put appropriate prefix like – Reminder, Request, FYI, etc. <br />Always include the Application Name in subject line<br />
  6. 6. General Format: The Basics<br />Try to keep the email brief (one screen length).<br />Check for punctuation, spelling, and grammatical errors<br />Use a font that has a professional or neutral look. Verdana-10<br />Prompt Reply to e-mails<br />
  7. 7. Lists and Bullets<br />When you are writing directions or want to emphasize important points, number your directions or bullet your main points.<br />
  8. 8. Attachments<br />File name should be relevant to content of mail<br />Write the purpose of attaching file. <br />
  9. 9. When your message is long<br />Create an “elevator” summary.<br />If you require a response from the reader then be sure to request that response in the first paragraph of your email.<br />Create headings for each major section.<br />
  10. 10. Of all of our inventions for mass communication, pictures still speak the most universally understood language.- Walt Disney<br />
  11. 11. Use Screen Shots<br />Advise & Advice<br />Revert & Revert back<br />Quotes in signature<br />I told the doctor I broke my leg in two places. He told me to quit going to those places<br />
  12. 12. Delivering Bad News<br />Deliver the news up front.<br />Avoid blaming statements.<br />Maintain a positive resolve.<br />
  13. 13. Do not take your reader by surprise..<br /><ul><li>Do not wait until the end of the day to introduce a problem or concern via email.
  14. 14. Avoid writing a list of concerns that you have been harboring for a long period of time.</li></li></ul><li>Finally – Read your Mail again<br />Read again before sending<br />Spell check doesn’t prompt you to correct ‘Bed’, if written instead of ‘Bad’<br />Important mails should be reviewed by other support staff<br />
  15. 15. Flag your e-mails<br />Flag e-mails if mail should be reviewed later and set alarm <br />Setting up of alarm avoids missing the task<br />
  16. 16. When Email Won’t Work<br />There are times when you need to take your discussion out of the virtual world and make a phone call.<br />If things become very heated, a lot of misunderstanding occurs, or when you are delivering very delicate news then the best way is still face-to face.<br />
  17. 17. Communication means in RnD IT<br />Acknowledgement Email<br />Status Update Email<br />Ticket Worklog<br />Meetings<br />Sametime<br />Phone<br />
  18. 18. Rapid Revision<br />If no one answers your call - <br />When you are replying late to a mail.<br />When you send an important email. <br />How about return receipt for imp email?<br />When a decision is taken in meeting.<br />‘Edit’ also if you copy-paste in Ticket Worklog.<br />
  19. 19. No Shift allowance this month<br />You raise a ticket with Webpay<br />You know they are looking into matter<br />But they are not communicating. <br />Would you feel frustrated?<br />Send mails to PO regularly<br />
  20. 20. Thanks<br />Thank <br />Thanx<br />Thnx<br />